What are the responsibilities and job description for the Toledo Engineering Co., Inc. | Administrative Assistant position at Toledo Engineering Co., Inc.?
General Description :
The Purchasing Administrative Assistant supports the daily operations of the Purchasing Department by performing administrative tasks to facilitate the purchasing process. This position requires strong organizational skills, attention to detail, and proficiency in managing documentation and communication to ensure departmental efficiency.
Qualifications :
Minimum of a high school diploma or GED certificate; additional education in business administration, purchasing, or related fields is a plus.
Proficiency in Microsoft Office Suite, specifically :
Outlook : Scheduling and email management
Word : Word processing
Excel : Spreadsheet creation and management
Teams : Collaboration and communication
Strong verbal and written communication skills.
Prior administrative or purchasing support experience preferred.
Self-motivated with the ability to meet deadlines.
Familiarity with document management systems and purchasing processes is a plus.
Typical Duties :
The job duties for the position include, but are not limited to, the following :
Administrative Support :
Organize, maintain, and track purchasing files and correspondence.
Handle day-to-day clerical activities such as mail distribution, email correspondence, and typing letters and documents.
Prepare, track, and follow up on bid documents, RFQs, purchase orders, and schedules.
Document Management :
Ensure accurate creation, control, and management of purchasing documents and records.
Oversee the organization and archiving of active and inactive purchasing files.
Utilize the TECO BOMPO system (Bill of Material Purchase Order database) for material list sheets and purchase orders.
Collaboration and Reporting :
Work closely with the Director of Purchasing to align tasks with departmental goals.
Provide updates on task progress and suggest process improvements.
Support purchasing staff with administrative and logistical tasks as needed.
Assistance :
This position reports to the Director of Purchasing and will provide support to Purchasing Department staff.
